epethealth Dashboard ClienTrax Windows & Mac

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1 epethealth Dashboard ClienTrax Windows & Mac

2 Table of Contents Introduction... 3 Installation & Setup... 3 Authentication Configuration... 3 General Settings... 3 Authentication Settings... 3 Connection Settings... 3 Credentials... 4 Mac Configuration... 5 Functionality... 9 Welcome... 9 Options...10 Configure...11 Selections...11 Client Selections...12 Patient Selections...13 Appointment Selections...14 Mappings...16 Synchronization...21 Support Contact Us...22 Support Diagnostics...23 Terms of Use...24 Program Closing/Minimizing:...24 ClienTrax Filter Data...25 ClienTrax Mapping Data...27 *Please Note: It is highly advised that the practice complete all Windows updates on the server/workstation where the epethealth dashboard will be installed. This will expedite the dashboard installation process. 2 P age

3 Introduction The epethealth dashboard s function is to automate the extraction of practice data. The dashboard allows the user to explicitly set what data they want to include in their extraction based on the categories in their database and then set a recurring schedule to extract this data. Installation & Setup Click the following link to access the epethealth Dashboard installation file: Setup for epethealth Run the epethealth Setup.exe Select ClienTrax from the PMS Menu o ClienTrax versions 6 and above are supported. o ClienTrax version 7 is supported with a Mac Server, with the EPH installation completed on a Windows computer or in Parallels. Default Installation Directories: o For 32-bit machines, C:\Program Files\ePetHealth o For 64-bit machines, C:\Program Files (x86)\epethealth Authentication Configuration When prompted, enter the ID and License Key created by Patterson Veterinary to activate the epethealth Dashboard in the Authentication Settings area of the Options tab. Additional question mark balloons are located to the right of each header. Simply hover over the question mark to see more details about each section. For ClienTrax, the Authentication Settings and Connection Settings areas of the form will always require input, while General Settings and Credentials are used only when the installation environment requires them. General Settings Enable Record Count Feature: Will show the record counts of types of exclusions on each Selection. o The feature is enabled by default o Will save computer memory usage when disabled Use Low Memory Settings: Will allow the epethealth Dashboard to use lower memory settings. o The feature is disabled by default o Will save computer memory usage when enabled o Recommended for lower quality / older hardware Authentication Settings ID: Created by Patterson Veterinary and is required to activate the epethealth Dashboard. License Key: Created by Patterson Veterinary and is required to activate the epethealth Dashboard. Connection Settings ClienTrax Path: Enter the installation path of the Practice Management Software. 3 P age

4 Credentials Network User name: Name of a user that has access to the database files. Network Password: Password of the above user that has access to the database files. Windows toggle: Toggle YES for a Windows installation, NO for a Mac installation * For ClienTrax, the Authentication Settings and Connection Settings will always require input. 4 P age

5 Mac Configuration Configure a Windows workstation running ClienTrax to a Mac hosting the ClienTrax Server by entering a static server IP address, or the host name of the Mac. Credentials will need to be fully populated. 5 P age

6 Note: If using an IP address for a Mac server, it must be static (non-changing) to maintain a connection to the database. To check and see if a Mac is using a static IP address, you can go to Apple-> System Preferences -> Network -> Choose the Ethernet or WiFi adapter -> Advanced -> TCP/IP. IPv4 should be set to manually and contain their static IP address. The IP address would then replace the host name in the ClienTrax Path field in the Connection Settings area of the Dashboard. In the previous screenshot for example, the information in the ClienTrax Path field \\DEV- MAC\MINI\ClienTrax\MixedAnimal.DF1 would be replaced with \\ \ClientTrax\MixedAnimal.DF1 as per the example IPv4 Address as shown below. 6 P age

7 Account credentials for a user on the server must be entered when connecting from a workstation. However, certain sharing permissions must be established on the Mac server. In System Preferences on the server, navigate to Sharing. Ensure the user account has at least Read permissions for the shared ClienTrax folder. 7 P age

8 Click on Options to make sure that SMB sharing is enabled for the user account. 8 P age

9 Functionality Welcome The Welcome tab displays several features that the epethealth dashboard offers and provides pertinent information to the end-user. This tab will be updated periodically as features change. 9 P age

10 Options The Options tab gives the practice the option to include or exclude sites in the synchronization. The practice s Provider ID and VetSource ID (if subscribed) are also entered in this tab. All selected sites will be present in separate extracted files. The content in the corresponding Configure option defines the practice data to be included. All locations are identified by a site ID (ex. ABC). Each file contains data for patients associated with the specified site code(s) or that have an appointment, reminder, or transaction associated with the specified site code(s) within the extraction date range. Sliding the Export Data? option to NO for site IDs will filter out all patients associated with that site ID and exclude them from the sync. Extraction Time Frames can be set to pull data from the past six months, one year, two years or three years. 10 P age

11 Configure Selections Click on the Configure button from the Options tab to configure the data that will be extracted from the practice database. The available Synchronized Record Types are Client Types, Patient Species, Appointments, Chronological, Reminders, Boarding, Diagnosis, Dietary, Examination, Grooming, Injections, Laboratory, Lameness, Medications, Preventative, Problems, Radiology, Reproductive, Surgeries and Vaccinations. Each Record Type can be easily customized to match the Categories of the Practice Management System. All information shown in the dashboard is pulled directly from the Practice Management System. The 'Selections' tab allows you to choose what data will be extracted. Highlighting a Record Type will display additional options in the 'Selections' area if appropriate. To assist in making decisions, client, patient and appointment sections display a count of records represented by each option. Please note: A variety of Pet Owner Communications can be affected by the Selections made. Notification Alerts can be found on Selections that can hinder such things as Appointment Confirmations, Satisfaction Surveys and Health Reminders. 11 P age

12 Client Selections Classification codes / Client Types can be included or excluded on a per site basis, by first expanding each Selection area then toggling the 'yes/no' indicator to exclude (yes) or include (no). o In ClienTrax, there are two types of client type: Alert Color and Client Type. For more information on how this is handled, see ClienTrax Filter Data Client Filtering at the end of this document. Clients may be excluded by entering a specific client ID or selecting from the listed client types. o When adding multiple client IDs, simply add a comma between each client ID. o If a client ID or type is excluded, any clients with that ID or type will not be included in the synchronization, and will not be able to log into their epethealth Client Portal. All clients will be included in the synchronization if the client filtering options are left to the default ('no' to include) in a new installation. 12 P age

13 Patient Selections Each site has the option to include or exclude patients based on their species type, by first expanding the Selection area then toggling the 'yes/no' indicator to exclude (yes) or include (no). All patients with the excluded species will not be included in the synchronization and will not be viewable in the epethealth Client Portal. All patients will be included in the synchronization if the patient filtering options are left to the default ('no' to include) in a new installation. 13 P age

14 Appointment Selections Each site has the option to include or exclude appointments based on the following selections, by first expanding the Selection area then toggling the 'yes/no' indicator to exclude (yes) or include (no). o a specific provider/resource o appointment types o appointment statuses ClienTrax contains free-form appointment reasons, so they are not included as a filter option. Appointment tracking statuses are not supported. All appointments with excluded criteria will not be included in the synchronization and will not be viewable in the epethealth Client Portal. All appointments will be included in the synchronization if the appointment filtering options are left to the default ('no' to include) in a new installation. In the Selections Table, comments (notes) may be selected to display in the Client Portal by checking the box at the top of the table. This is deselected (excluded) by default. If the Appointment Selection is set to No, confirmation s for appointments will not be sent to pet owners. A notification alert such as the one shown below will appear. 14 P age

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16 Mappings Mappings allow the dashboard to map fields from the Practice Management System to the epethealth 'mapped value', which will be shown in the Client Portal. Genders: o The Item to be Mapped is the value in the Practice Management System. o The Mapped Value is the accepted value. o Multiple genders can be mapped to the same Mapped Value. o Mapped Values can be left blank if the corresponding Item to be Mapped is not to be shown in the Client Portal. o For example, the practice would need to designate that the M-Male gender (item to be mapped) in their Practice Management System is the same as Male in the Client Portal (mapped value). 16 P age

17 Phones: o The Item to be Mapped is the value in the Practice Management System. o The Mapped Value is the accepted value. o Multiple phones can be mapped to the same Mapped Value, but only the first phone displayed in the list will be shown for that particular client. For example, Phone and Work (Item to be Mapped) are both mapped to Phone (Mapped Value), but only Phone (Item to be Mapped) will show. Work (Item to be Mapped) will not show. o Phone types mapped to the same Mapped Value can be dragged and dropped in the order of priority for the extraction. In the example below, Home and Emergency are both mapped to Phone. Home takes priority over Emergency, so if Client A has both Home and Emergency in the Practice Management System, Home will be mapped to Phone in the extraction. o Mapped Values can be left blank if the corresponding Item to be Mapped is not to be shown in the Client Portal. o For example, the practice would need to designate that the Work (Item to be Mapped) in their Practice Management System is the same as Business in the Client Portal (Mapped Value). 17 P age

18 Microchips: o The Item to be Mapped is the accepted value. o The Mapped Value is the value in the Practice Management System. o Mapped Values can be left blank if the corresponding Item to be Mapped is not to be shown in the Client Portal. o By default, no field is mapped for Microchips for ClienTrax as ID1 and ID2 do not definitively indicate either of these uses. These mappings are manual for all new installations. o For example, the practice would need to designate that the Microchip (Item to be Mapped) that will display in the Client Portal is the same as Microchip Number (Mapped Value) in their Practice Management System. 18 P age

19 Preferred Provider: o The Item to be Mapped is the accepted value. o The Mapped Value is the value in the Practice Management System. o Mapped Values can be left blank if the corresponding Item to be Mapped is not to be shown in the Client Portal. o This mapping allows the dashboard to pull the correct Practice Management field for the Preferred Provider of the client in the epethealth Client Portal. o For example, the practice would need to designate that the Preferred Provider (Item to be Mapped) that will display in the Client Portal is the same as Doctor Preference (Mapped Value) in their Practice Management System. 19 P age

20 Lost & Found IDs: o The Item to be Mapped is the accepted value. o The Mapped Value is the value in the Practice Management System. o Mapped Values can be left blank if the corresponding Item to be Mapped is not to be shown in the Client Portal. o By default, no field is mapped for Lost & Found ID for ClienTrax as ID1 and ID2 do not definitively indicate either of these uses. These mappings are manual for all new installations. o This mapping allows the dashboard to pull the correct Practice Management System field for the Lost & Found ID field in the epethealth Client Portal. This field is designed to work with epethealth's Lost & Found ID tags, which are searchable through our website: 20 P age

21 Synchronization Synchronizations will pull data from the past six months, one year, two years or three years, depending on what option is selected in the Extraction Time Frame menu under the Options tab. NOTICE: The Server must remain turned ON during the selected days/time to allow your practice's data to upload to epethealth. If the dashboard is installed on a workstation, both the workstation and the server computer must remain on. epethealth recommends that the synchronization schedule be set to sync immediately after the practice closes each day, on days that the practice is open. It is also possible to run a manual synchronization from this screen. 21 P age

22 Support Contact Us 22 P age

23 Support Diagnostics Service status: Displays the state of the service that calls the extraction Statuses include: Starting, Running, Paused, Stopping, Stopped, Error, Not Installed Extraction status: Displays the current state of the extraction Statuses include: Extracting, Idle Version: Displays the current version number of the epethealth Dashboard Last Extraction: Displays the last extraction date and time. Last Result: Displays the last extraction status. Statuses include: Successful, Failed Application Logging: Provides a list of the 100 most recent entries AutoRefresh: With this option set to YES, the most up-to-date series of logs will be displayed Get More Entries: Selecting Get More Entries will show the next 100 entries available in addition to the ones listed 23 P age

24 Terms of Use The Terms of Use tab displays the most current policies from epethealth. Program Closing/Minimizing: The epethealth application, when minimized, resides in the system tray. To launch the application, double-click the icon. Note: Scheduled extractions will continue to run whether the application is minimized or closed. 24 P age

25 ClienTrax Filter Data Client Types ClienTrax has nine default client types ((none), Credit OK, CC on File, Full Payment, PrePayment, No Checks, Cash Only, Collections, and Bad Debt). Clicking custom will allow free form entry. Any free-form client types will also be displayed on the Client filter screen within the epethealth dashboard. 25 P age

26 Client Alert Colors ClienTrax also allows clients to be given an alert color. Clicking the alert box on a Client Card will cycle through these colors. These colors are also exclusion options on the client filter within the epethealth dashboard. Appointment Filtering ClienTrax has the ability to set a Provider, Type, and Status for appointments from the Appointment Record. Note that appointment reasons are free-form and are therefore not included as a filtering option. 26 P age

27 ClienTrax Mapping Data Patient Gender In ClienTrax, there are four default genders (M, MN, F, and FS), but the field is free form. The contents of this field in the patient card can be deleted or manually entered, so additional items will appear in the data and the epethealth dashboard gender mapping screen. 27 P age

28 Preferred Provider Preferred providers are set on the Client Card as Standard Provider. Microchip and Lost & Found ID ClienTrax does not have a field designated to Microchips or Lost & Found IDs, but practices will likely enter these in the ID1 and ID2 fields on the Patient Card. These options appear as PETID1 and PETID2 in the epethealth dashboard mapping area. 28 P age